Special Education Referrals Explained: Child Find and the Evaluation Timeline

The search for support starts with Child Find.

In our last SPED 101 post, we discussed what FAPE - Free Appropriate Public Education - is and how it lies at the heart of special education. That foundation leads us to one of the most common and urgent questions parents ask: How does the special education process actually begin?

It starts with a federal obligation called Child Find, a critical part of ensuring all eligible children with disabilities are identified, evaluated, and given access to the services they need.

What Is Child Find?

Child Find is a legal requirement under IDEA that obligates public schools to locate, identify, and evaluate all children who may have disabilities and need special education services. This duty applies whether a child is:

• Enrolled in public, private, or home school

• Experiencing homelessness or in foster care

• Not yet enrolled in kindergarten

  
  

Schools must actively publicize this process and cannot wait for parents to raise concerns. Districts are expected to share this information through websites, community events, flyers, and outreach to private schools and childcare providers.

When Should a Referral Be Made?

A referral for a Full and Individual Initial Evaluation (FIIE) should be made when a disability is suspected, not only after all other interventions have been exhausted. This is one of the most common points of confusion.

While Multi-Tiered Systems of Support (MTSS) and Response to Intervention (RtI) can offer helpful early support, they cannot delay or take the place of an evaluation when there is reason to suspect a disability. If your child is not making expected progress and a disability is suspected, the school must respond promptly.

Referrals can come from:

• Parents or guardians

• Teachers

• Any professional involved in the child’s education or care

What Happens When You Request an Evaluation?

Once a written referral is submitted to the school principal or the special education office, the school has 15 school days to respond in one of two ways:

1. Propose an evaluation and provide:

   • Prior Written Notice

   • The Notice of Procedural Safeguards

   • A copy of the Parent’s Guide to the ARD Process (in Texas)

   • A request for your written consent

2. Refuse to evaluate, in which case the school must still give you:

   • Prior Written Notice explaining its decision

   • The same procedural safeguards
     

Important Note: Verbal requests do not automatically trigger the mandated timeline. While schools are encouraged to follow the same 15-school-day timeline described for written requests, this is an encouragement, not a guarantee. Always make your request in writing to ensure timely action. 

What Does “Consent for Evaluation” Mean?

Before conducting an initial evaluation, the school must obtain your informed written consent.

This means:

• You fully understand what the evaluation involves

• You agree to the evaluation in writing

• The information was explained in your native language or preferred communication method

• You understand that consent is voluntary and can be withdrawn at any time

Evaluation Timelines and Key Dates

Once written consent is received, Texas law sets strict deadlines:

• 45 school days: The evaluation must be completed and the written report finalized

• If your child is absent for three or more school days during this time, the timeline is extended by the number of days missed

Special timing rules apply for:

• Children under age five who are not enrolled in public school

• Students in private or home schools

• Referrals made late in the school year, when evaluations or ARD meetings may extend into summer or fall

Late-Year Evaluations:

• If consent is received 35 to 44 school days before the last instructional day, the evaluation must be completed and the report shared by June 30, unless your child is absent

• If consent is received fewer than 35 school days before school ends, the standard 45-school-day rule applies, even if it carries over into the next school year

What Happens After the Evaluation?

When the evaluation is finished, the school must:

• Provide a copy of the written evaluation report at no cost

• Ensure parents receive the report at least five school days before the initial ARD (Admission, Review, and Dismissal) committee meeting

The ARD meeting must take place within 30 calendar days of the report’s completion. If that 30th day falls during the summer when school is not in session, the meeting must be held by the 15th school day of the fall semester. If the evaluation shows the child needs Extended School Year (ESY) services, the ARD meeting must happen as soon as possible.

What Comes Next?

At the first ARD meeting, the team will review the evaluation results and determine whether your child qualifies for special education services. If eligibility is confirmed, the team will develop an Individualized Education Program (IEP) tailored to your child’s needs.

We will explore all of this in future posts, including:

• What to expect during the evaluation process

• How eligibility is determined

• What it means to decline services

• What to do if you disagree with the evaluation results

There is a great deal more to learn, and we will take it step by step in this series.

Need Guidance?

If you are unsure how to approach your child’s school about a possible referral, or if you believe the school may not be meeting its Child Find obligations, we can help.

You do not need to navigate this process alone. Schedule a consultation to discuss your concerns, explore your options, and get the support you need to advocate effectively for your child.